Club Membership - British Gymnastics
Why British Gymnastics?

By leading, supporting, and inspiring everyone involved in the gymnastics, we strive to support and protect all our members by providing comprehensive insurance, best practice, training and guidance. Working with you, we can create safe, welcoming, and rewarding environment that will enable your club to flourish, offering everyone who shares our passion for gymnastics the chance to succeed.

As the UK’s official governing body, we are passionate about ensuring a lasting legacy for gymnastics and creating more opportunities for people to take part, working closely with our community of members and partners who make it all possible.

Welcome

Whether you are just getting started or are already involved in our exciting sport, we are here to help, support and advise you at every stage of your membership. As a membership organisation you are the lifeblood of the sport and as a member you become part of our community that shares your passion for the sport.

Our pledge to you is that we will work with you to help you achieve your ambitions in gymnastics, whatever they are. We will:

• Respond constructively to your queries and requests
• Keep communications clear and precise
• Treat you with courtesy, fairness, and respect

For more information about British Gymnastics membership and benefits, please contact our Club Support team on 0345 129 7129* or email customersupport@british-gymnastics.org

* Calls may be recorded for training and monitoring purposes

Our Commitment to You
British Gymnastics is here to help and support great clubs. Being part of the British Gymnastics community gives you access to:

• A passionate community, helping to share and develop best practice
• Support to create exciting environments that are safe and fun for all
• Specialised operational support to help you get started and thrive and grow
• Access to professional partners and support including legal support and Health & Safety specialists
• Specialist comprehensive insurance portfolio for you, your workforce, your club officers, and your members, giving everyone peace of mind
• Access to the British Gymnastics Club Hub to support your knowledge and learning
• Access to the British Gymnastics Marketing Hub to help you promote and drive your brand
• Opportunities to perform and compete locally, regionally, nationally, and beyond
• The tools and framework to create a safe sport environment
• Ongoing CPD opportunities to support the learning for your coaching and operational team
• A strong partnership with the national governing body for gymnastics, helping you to attract members, workforce and apply for external funding for key plans and initiatives
• A dedicated Club Line with access to a team of Customer Support advisors to provide quick and exclusive support with any enquiries

Club Registration

Whether you’re a brand new gymnastics club or you have been active for some time, your annual Club Registration brings you all of the benefits of British Gymnastics membership in one easy payment.

As a registered British Gymnastics club, you will have access to a vast range of advice and support covering best practice in club development, education, safeguarding and access to competition and festivals. Your registration also provides your club, its officers, employees, and volunteers with liability insurance cover for their activities should they be faced with legal claims as a result of their actions or decisions.

British Gymnastics represents the sport of gymnastics and its clubs with help from government agencies and international federations. To view our Membership Rules please click here.

Note: Clubs in Scotland will need to register through Scottish Gymnastics.

Useful links to get started
If you are new to the British Gymnastics community, this document will guide you through the process of setting up and registering with British Gymnastics. Many of these steps may require additional development as your club grows which British Gymnastics will be able to support you with once you are an active member. To help the first steps of your club’s journey with us, here are some of the essential links to help you get registered and start benefitting from the wide range of support British Gymnastics can offer:

British Gymnastics Standards of Conduct for Registered Clubs

For those with experience of running gymnastics clubs and businesses, there is a quick checklist to see if you are ready to register your gymnastics club with British Gymnastics : Starting up a Club Quick Checklist.

Here to help
Remember that Customer Support will be happy to help you:
Email: customersupport@british-gymnastics.org
Phone: 0345 129 7129



Planning
your club
Club
Structure
Your Club
Space
Privacy
Policy
Club
Finances
Club
Roles
Registration
Process

Aims, values, vision and objectives

How do you envisage your club and what it has to offer? This will determine the development, goals and operations of your club. This is your club’s identity!

What do you want your club to be in the local community?

How do you want your club to deliver its service to the local community?

What is your vision of what you want the club to become?

Where are you now?

What are your short, medium and long-term plans and goals?

Finding your place

Market research will help you to understand your club’s competitors and how your club will fit into your community.

Club Matters provides some guidance on Market Research that may be useful: Club Matters - Market Research

• What activities / programmes / disciplines / opportunities will your club offer?

• Who can join your club? Is there demand?

• When will your activities be available?

• How competitive is your pricing?

Your local and national support

Explore the options for developing friendly relationships with other businesses or organisations that will help your club grow.

• School or local authority partnerships

• Other after-school or gymnastics clubs

• National Governing Body (British Gymnastics)

• Sport England Club Matters

• Sport Northern Ireland

Write a club development plan (business plan)

 

Writing a club development plan will help you assess the feasibility and timescale of what you hope to achieve. Some useful places to get you starter are here:

Club Matters - Start a Club

Club Matters - Planning

NI Business Info

UK Government - Write a Business Plan

Club officers for British Gymnastics club registration

 

• Head Coach

• Club Secretary

• Club welfare officer

• DBS Verifier (England and Wales)

Further information can be found in the “Club Roles” tab.

Legal structure for your club

Depending on the size, activities, and funding for your club, you will need to consider the best legal status for your club. Examples of this include becoming a registered charity or a limited company.

 

Club committee

A club’s committee is responsible for the overall management of the club. The committee must act in the best interests of the club, driving the club forwards with decisions that will achieve the club’s aims and vision.

 

Will you need a committee? If so, what committee roles do you need in your club and what qualifications are required? Roles could include:

• Chairperson

• Secretary

• Treasurer

• Welfare officer

• Head coach

• Volunteers coordinator

• Fundraising officer

This is not an exhaustive list, your club may require additional roles.

Workforce employment status

At this stage you may need to start considering your coaches’ and club support roles’ employment status.

British Gymnastics can help you with people management once your club is fully registered, but to get you started the government can provide some guidance:

UK Government - Employment Status

ACAS - Checking Your Employment Rights

Power of volunteers

Volunteers are a powerful way to support your club.

The British Gymnastics Volunteer Officer will be able to help you with this when you are registered but if you are already starting to consider developing volunteers here are some useful places to start:

Club Matters - Volunteers

Sport Northern Ireland - How Can We Develop Our Club Volunteers?

Venue

British Gymnastics clubs need to register a venue from which they plan to deliver their gymnastics activities.

Possible options:

• Hall space in a leisure centre, school, village hall, community centre etc

• Bespoke facilities

• Hiring space in another gymnastics or activities club

Suitability and availability of space

 

• Will the space fit your planned number of participants and the activities they will be carrying out (ceiling clearance for example)?

• Is the space available at times that meet your club needs?

• Will your booking be affected by school terms or community activities?

• Is the venue accessible, by car, bus, or walking? How accessible is your venue for inclusion of all participants?

• Is there parking, toilets, and space for parents to wait?

Club Matters - Facilities

Sport NI - Facilities

Hire agreement

 

• Discuss with the facility owner or manager all the costs (including storage costs or other “hidden” costs) to hiring their facilities and establish the rights and responsibilities of both parties

• They may have a contract they require users to sign which you should read carefully

• You will need to know who is responsible for building health and safety, that there is an in-date Fire Risk assessment, who is responsible for the provision of first aid and first aid supplies and other health and safety matters

Equipment storage

 

Does your facility have storage space if needed? If storage is available, who will be responsible for setting up and taking down the equipment and the daily safety checks?

If you are using the facility’s own equipment you will additionally need to establish how the equipment is maintained and checked and who is responsible for any accidental damage in use or in storage.

Club privacy policy

A privacy policy is a statement that discloses how information gathered by the club will be used, disclosed, and managed.

When you register your club with British Gymnastics, you will be asked for your club privacy policy. It fulfils a legal requirement to protect a customer or client's privacy.

Understanding the law

The Data Protection Act states that those who record and process personal information must be open about how the information is used and must follow the eight principles of ‘good information handling’.

Here’s some further guidance and information on understanding data law:

Club Matters - Data Protection Policy

Sport and Recreation - GDPR

Sport Northern Ireland – Governance Ireland

ICO

Register of Processing Activities

In order to prepare a Club Privacy Policy, it is useful to complete a Register of Processing Activities (RoPA) which will help you to assess what data your club needs to collect and store from its members and identify the purpose for the data held and who will access that data and if it will be shared.

Here are some British Gymnastics resources to help you start developing your own club privacy policy:

Privacy Policy Drafting Guidance

Privacy Policy Template

Privacy Policy Checklist

Club privacy preferences with British Gymnastics

You will be asked to select your club preferences that you would like to apply to your club for registering members and coaches in order to administrate the British Gymnastics membership process for members joining your club.

British Gymnastics can collect data on behalf of the club from your members when they register with British Gymnastics and this will be shared with the club, or the club can collect the data themselves and members will only provide data requested by British Gymnastics for British Gymnastics use following the British Gymnastics Privacy Policy British Gymnastics Privacy Policy.

Generating income

As you develop your Club Development Plan, you will need to identify the sources of income to support your club and the financial sustainability of your club.

• British Gymnastics requires a club to have a minimum of 10 members, but you will need to think about the minimum number of participants you need to make your club feasible

• What does your club fee structure need to be to generate the income required for your club to operate successfully?

• Think about any other sources of income your club may be able to benefit from. Consider things like club merchandise, parties, commercial venue hire or even a café

Club Matters - Club Finances

Start-up grants and funding

Starting up a club takes some investment and planning, so it is a good idea to explore what options are available to source the funds needed in establishing a gymnastics club.

 

Are you eligible for any start-up grants or funding, or will you be applying for a business loan or Club Capital

Planning for your start-up costs

There are always start up costs to consider when starting a club.

 

• Think about any purchase, rent or hire costs of your space including any deposits, building works, renovation or redecoration needed

• Equipment purchase and servicing

• British Gymnastics offers a wide range of qualification courses. Work out if your coaching team will need to upgrade their qualifications with any courses and the associated cost of the course (and increased British Gymnastics membership if it requires upgrading)

Understand your running costs

Keeping your club running long term will no doubt mean running costs must be considered when planning.

• Facility running costs or hire costs of non-designated space (rent, rates, utilities, broadband etc)

• Workforce costs

• What are the administrative costs are there? Think about things like tax, PAYE, insurance, or memberships?

• British Gymnastics annual club registration fees range from £100 up to £333 based on members linked to your club. Don't forget your first registration year up to 30th September is free.

Budget, cashflow and financial planning

Financial planning will be an important part of your development plan and also help you to review the progress and security of your club.

• How will you manage your finances? Who can help you?

• Include your financial plan in your initial business plan /club development plan

• Schedule regular reviews to keep track of the financial progress of your club

Club Secretary / Club Manager

 

This is the person who is responsible for the day-to-day operations of the club and the club’s interactions with us. Whether voluntary or paid, coach or administrator, this role is vital in ensuring the club runs smoothly and is accessing all the support and help available from British Gymnastics. This person may be active in your coaching team, someone who is part of your committee or could be a parent who is willing to volunteer, but this is a vital role as it is the initial point of contact between the club and our support team.

Club Welfare Officer

 

The safety and wellbeing of gymnasts are always the top priority. Although the responsibility for safeguarding falls on everyone, a critical element in safeguarding is the club’s Welfare Officer; an individual who is responsible for safeguarding and promoting welfare of young people within the club. Their key roles are to guide and support the club by:

• Responding to child protection and poor practice concerns

• Providing support and advice in the implementation of procedures that safeguard and promote the welfare of children

• Assisting the club to more be child-focussed on its activities, e.g. involving children in decision making processes

An individual who has a more limited involvement in coaching can take on the role. However, the role cannot be taken on by a key member of the coaching team or member of her/his immediate family.

The ideal person could be a parent or other volunteer with professional experience in child protection and/or safeguarding e.g. police officer, social worker, teacher, nursery nurse etc, or anyone willing to take on the role and attend the relevant training

For more details, please visit our recruiting and selecting a club welfare officer or you can view our Safeguarding and Compliance page.

Club Head Coach

 

The Head Coach is the person in your club who manages the coaching team and is likely to be responsible for the activities and disciplines delivered. They may be the only coach in a smaller club or could be discipline specific in larger clubs. Typical responsibilities of a Head Coach include implementing new types of gymnastics, managing new qualification and learning opportunities for coaches, assistant coaches and helpers; it may also be the role of this person to help to plan that with the club and the coaching team.

Remember that a Head Coach must hold a minimum of UKCC Level 2 gymnastics qualification and should be helping to make sure the club is delivering great, consistent gymnastics. British Gymnastics offer a wealth of coaching courses to support coaches and develop skills. Explore our coaching courses.

DBS Verifier (England and Wales)

 

DBS stands for Disclosure and Barring Service and is the organisation that deals with criminal records checking for England and Wales.

The DBS verifier is the person who is responsible for processing DBS applications. They will check the proof of ID for the applicants and sign a declaration that the application is genuine and truthful in all areas. The role holder will need a minimum of British Gymnastics Club Administrator membership.

The Home Country equivalent for Northern Ireland is AccessNI. In Northern Ireland, this role is responsible for ensuring any AccessNI applications are authentic and represent the person applying for them.

I need support

 

For any further information on Club Roles, or to clarify any of these details, please contact our dedicated Club Support team on 0345 129 7129* or email customersupport@british-gymnastics.org. * Calls may be recorded for training and monitoring purposes

Preparing to register

 

• Consider your club vision, values, aim and objectives

• Prepare for British Gymnastics minimum requirements for your club

• Fill in the Registration Form for clubs on the British Gymnastics website

 

Registration form completed

 

• Your club is created on our system called GymNet

• You receive an email from Customer Support to invite you to access your Club Account on GymNet (via your personal GymNet account)

• Complete your Club Preferences sections for Payments* and Communications**, Additional Data Capture, Privacy notice and Club logo / description. After the preferences have been set please go to Club Management and Club Registration to complete the online club declaration***

• Wales: Clubs in Wales will be contacted by Welsh Gymnastics once you have submitted your registration form

Register your club for free

 

Because you are a new club we will waiver the registration fee of £100 for this first membership year up to 30th September so please do not pay the charge that will appear in your checkout, instead please call or email us to update this for you.

 

 

 

Enjoy the support available from British Gymnastics in your next steps

 

• Clubs in England and Wales: the DBS verifier will be receiving an email link from GBG shortly to the GBG Online disclosures so you can be set up as the clubs online DBS verifier

• Clubs in Northern Ireland will receive a Welcome email from their home nation officers

• Club secretaries can now access GymNet to manage club members

• Club officers will soon be able to access the Club Support Hub for a range of guidance including the next stage of preparations that may need to be considered to prepare the club to deliver gymnastics

• Clubs can now register for the Marketing Hub

Invite your members to join your club

 

• Advise your members who are already existing members of British Gymnastics to login to their GYMNET accounts to add your club as one they attend

• New members will need to join via our membership join and renew page

*Payment preferences: You will be asked to select your payment preferences for club Gymnasts and also for club Coaches. If you choose for membership to be paid to British Gymnastics directly upon registration, the club will have no liability for paying British Gymnastics for its members each year (Club Membership would still apply). Alternatively individuals can renew their membership each year with British Gymnastics but pay their membership to the club where the fee will sit in the club’s GymNet basket for the members’ yearly membership fees. Your payment preference can be different for the Gymnast category and the Coach category. Please note that club officers fall into the same as group as gymnasts.
** Communication preferences: You will be asked to select your communication preferences. Your choices will influence what information British Gymnastics sends you – for example updates on legislation during the Covid-19 pandemic were sent out by email to clubs as well as being published on our website and social media, but if clubs had not opted to receive emails from British Gymnastics, they would have to find the information themselves or remember to check British Gymnastics platforms.
*** Club declaration: Requires you to declare that you have the authority to accept the terms of membership on behalf of your club, that you wish for your club to become a British Gymnastics club member, that you will abide by the Club membership rules and regulations.
British Gymnastics membership rules:
British Gymnastics Standards of Conduct for Registered Clubs
Membership Rules


Appointing a Club Welfare Officer/Safeguarding Officer is a mandatory requirement of club membership to ensure safeguarding is embedded throughout the club, in order to support/create a safe environment for all. Here we discuss the role and recruitment of the Welfare Officer/Safeguarding Officer to assist clubs in selecting a suitable individual to uphold safeguarding standards of the club, as well as British Gymnastics and the home nation organisations. 

Safeguarding in gymnastics

British Gymnastics and its home nations are committed to safeguarding the welfare of all children, young persons and adults at risk in our sport. Our aim is to ensure all who participate in gymnastics have a safe, fun, positive experience and are able to fulfil their potential. To help ensure a safe environment British Gymnastics has a dedicated Safeguarding team committed to developing and supporting all aspects of safeguarding and ensuring all concerns are investigated appropriately. The equivalent can also be found in Scottish Gymnastics and Welsh Gymnastics.

All our registered clubs, regions and gymnastics events are required to have a nominated Welfare Officer. The appointed person must have completed all safe recruitment checks (DBS/AccessNI/PVG) and must have attended recognised* safeguarding and designated safeguarding lead for gymnastics (Time to Listen/Designated Safeguarding Children’s Officer training award) training. For further guidance please use links below:

British Gymnastics
Welsh Gymnastics
Scottish Gymnastics
Northern Ireland

*Recognised safeguarding courses include but are not limited to: 
Local Authority Safeguarding
FA Safeguarding
UK Coaching Safeguarding and Protecting Children
NHS Safeguarding
Specific professional prior learning (Social Worker, Teacher, Police Officer etc)
(Or Home Country equivalent approved by Scottish Gymnastics/Welsh Gymnastics)

Key Points:
To develop relevant safeguarding policies in line with British Gymnastics/Home Nations
Ensure that safeguarding is embedded throughout practices in the club, in line with the above
Ensure safeguarding compliance regarding training and safe recruitment for all staff


Please remember 
All clubs when registering have agreed to abide by these rules including upholding standards of conduct of all its members and maintaining a Welfare Officer 
Safeguarding compliance is everyone’s responsibility 
Welfare Officers should be a key part of the management team, not working in isolation
All clubs agree to uphold the standards of the organisation when joining 

British Gymnastics membership rules (applicable to all home nations): 
Scottish Gymnastics membership benefits and rules

Role of a Club Welfare Officer

A Welfare officer is an essential member of the team. It is important to fully understand their role to ensure best practice is maintained throughout and therefore providing the safest environment for all to enjoy. 

The role includes:
Safeguarding children, adults at risk and performance athletes by responding to any concerns raised
Reviewing club policies to provide support and advice in the implementation of procedures that safeguard and promote the welfare of children, young people and adults at risk
Ensuring a child centred approach 
Also see above key points

Scotland
Wales
Northern Ireland

Duties of a Club Welfare Officer

Welfare Officers should be proactive in their approach and be visible to all involved at the club. 

Duties include:
Assist the club in embedding safeguarding and promoting the welfare of children and young people
Club has a child centred approach throughout 
Welfare Officers are the first point of contact for club staff and volunteers, young people and parents for any issue concerning safeguarding, poor practice, or potential/alleged abuse
Ensure that all incidents are correctly recorded, reported, and referred out in accordance with British Gymnastics guidelines
Ensure that all relevant club members access appropriate safeguarding training  
Ensure that British Gymnastics safe recruitment procedures of staff and volunteers are in place 
Maintain local contact details for Children’s Social Care Services, the Police and Local Safeguarding Children Boards (LSCB) 
Advise club management on safeguarding issues 
Ensure confidentiality is maintained and information is only shared on a genuine ‘need to know’ basis 
Ensure safeguarding is an agenda item for all club meetings

A list of national and regional safeguarding contacts can be found on our safeguarding and compliance page. 

Recruiting a Club Welfare Officer

Recruiting a Welfare Officer is one of the first steps clubs must take when they are setting up and is a mandatory requirement to become a registered club. Clubs should take the time to consider who would be best suited for the role. It is recommended that you have more than one Welfare Officer, although initially the Regional Welfare Officer can support the one Welfare Officer appointed. 

Please remember, there are some clear rules that must be followed when appointing a club welfare officer: 

Home Nation Criminal Record Check Safeguarding Training Welfare Officer / Safeguarding Officer Training Minimum Age Further Information
England Enhanced DBS Safeguarding course (minimum 3 hours) Time to Listen 18 https://www.british-gymnastics.org/gymnasts/gymnast-membership/safeguarding-and-compliance

https://www.british-gymnastics.org/courses/6246/time-to-listen
Wales Enhanced DBS Safeguarding course (minimum 3 hours) Time to Listen 18 https://www.welshgymnastics.org/clubs-child-protection/#training
Scotland PVG Safeguarding Scotland Level 2 PVG Workshop 21 https://www.scottishgymnastics.org/course-information
Northern Ireland Access NI Sport NI Safeguarding Children and Young People Workshop Designated Safeguarding Children’s Officer training award 18 https://www.british-gymnastics.org/northern-ireland/ethics

Must be registered to the releavant governing body where the club is located (British Gymnastics/ Welsh Gymnastics/ Scottish Gymnastics)
Is not the Head Coach, key member of the coaching team or a member of their close family (in Scotland they may not hold a coaching role or be related to anyone in a coaching or helper role)

Qualities of a Club Welfare Officer

Qualities of a Club Welfare Officer
There are many attributes that make a good candidate for a Welfare Officer. Here are some considerations that can support your selection:
A professional background in working with children (teacher, nurse, police officer, social worker etc.)
Gymnast-centred approach to their involvement in the club
Passionate about promoting safe sporting opportunities for children
Available to spend time at the club, attend meetings, manage welfare, and conduct incident enquiries 
Good communication skills
Approachable and professional in dealing with safeguarding concerns
Good record keeping 
Knowledge of reporting mechanisms

Recruiting a Welfare officer
Safe Recruiting (Scottish Gymnastics)

Please remember
A Welfare Officer has support from the wider network and should not be afraid to ask for help from the Safeguarding Team at British Gymnastics/Home Nations

Clubs working with their Welfare Officers

Safeguarding is essentially having the correct practices in place, which when adhered to by all, ensures a child-centred safe and fun environment, the key to this being successful is everyone working together. 

Some of the ways the Welfare Officer can embed safeguarding throughout would be:  
The Welfare Officer is a key part of the management team
Safeguarding is a standard agenda item at all club meetings 
The Welfare Officer should have input during the development of policies, procedures and best practice as well as reviewing /updating
Engaging with club members and families, gaining feedback on their experience at the club 
Organising or taking part in parent committees, gymnast committees, drop-in discussion sessions etc
Liaising with Regional Welfare Officers, British Gymnastics and other safeguarding bodies
Attending welfare specific training or events with British Gymnastics/Welsh Gymnastics/Scottish Gymnastics/Gymnastics Northern Ireland or other organisations to provide professional development and confidence in the role

Useful links and contacts:  

Register your gymnastics club
Safeguarding and Compliance
Customer Support: Email: customersupport@british-gymnastics.org or phone: 0345 129 7129 



 



ppl header logo text

In almost all cases, if you play  music in your gymnastics club you will require a PPL licence as well as a PRS for Music licence.  This could be playing music from a radio station, using music for training from CDs or if you have a TV in your viewing area or gym — 

Previously the two licences were separate but there is now a joint licence that covers both requirements for the playing of recorded music within amateur sports clubs.

British Gymnastics holds an annual Dubbing Licence, that all clubs are included in,  which covers the replication of music only.  Put simply that is the transferring of a music track from one medium to another i.e. taking a track from a cd and putting into the online entry system or usb drive to enable the track to be used.  This only really relates to the use of music at competitions, and the competition organiser will cover the playing of the music at competitions (which also requires a PPL/PRS licence), usually as part of the venue agreement.

The Dubbing Licence DOES NOT cover the playing of the track during training or performance or at your club. The actual playing of music should be covered by a separate PPL/PRS licence of the venue that is playing it, be that a club, leisure centre or school. 

For more information on licence requirements for your club please visit the PPL/PRS website by clicking here

Use of previously prohibited tracks

There have been some changes to what you can and can’t use.  the To check if a specific track is permitted please use the following link to the PPL UK website by clicking here.

If a specific track is not included within the listed tracks the club/team would have to apply directly to Walt Disney, Andrew Lloyd Webber or Cirque du Soleil to gain permission to use the track, however there is likely to be a cost involved.

To help clarify the PPL and PRS licensing we have compiled a selection of Frequently Asked Questions below:

FAQ

  1. What is PPL/PRS?
  2. Do I need a licence?
  3. We use music for our routine, do I need a licence?
  4. What is the definition of 'playing recorded music in public'?
  5. What clubs are eligible for the new joint license?
  6. How much will it cost?
  7. More information

1. What is PPL/PRS?

PPL collects and distributes fees for the use of recorded music on behalf of record companies and performers. PRS for Music collects and distributes fees for the use of musical compositions (including lyrics) on behalf of songwriters, composers and music publishers.

Top

2. Do I need a licence?

In almost all cases, if you use recorded music in your gymnastics club such as playing a radio station, CDs or TV — you will require a PPL licence as well as a PRS for Music licence.

Gymnastic clubs using recorded music e.g. CDs, MP3s, radio or TV, will now require a PPL licence as well as a PRS for Music licence. PPL and PRS for Music are working together to offer a joint licence, available through PPL, as a simple solution to amateur sports clubs’ music licensing requirements. 

PRS for Music previously licensed clubs when using its licence for members’ clubs (Tariff JMC), but has introduced a new joint licence with PPL specifically created for clubs (Tariff AMS). The new joint licence is easier to administer with a new licence fee structure that we expect will also reduce the PRS for Music fees paid by many clubs.

Please note that a PPL licence is not required if an amateur sports club only features live bands, or in the unlikely event that the recorded music played is not controlled by PPL. A PRS for Music licence is not required in the unlikely event that the gymnastics club only plays music, either recorded or live, which is not controlled by PRS for Music. 

Top

3. We use music for our routines, do I need a licence?

Yes.  If you play any music in your club for training routines you will need a licence, whether that is for competitions or displays and festivals.

Top

4. What is the definition of 'playing recorded music in public'?

A PPL licence is required when recorded music, including radio and TV, is played in public. There is no statutory definition of 'playing in public' (also sometimes referred to as 'public performance') but the UK courts have given guidance on its meaning and ruled that it is any playing of music outside of a domestic setting – so, for example, playing recorded music at a workplace, public event or in the course of any business activities is considered to be 'playing in public'. In contrast, any recorded music being played as part of domestic home life or when there is an audience entirely comprised of friends and/or family (such as at a private family party) does not require a PPL licence. 

Top 

5. What clubs are eligible for the new joint license?

The new joint licence applies to all registered Community Amateur Sports Clubs (CASCs) and those clubs that are otherwise eligible under HMRC guidance which currently includes the following:

1) are non-profit making, i.e. any surplus income is re-invested into the club;

2) are open to the whole community, i.e. anyone can join irrespective of age, race, religion and gender;

3) the amateur sports club fees must not represent a significant obstacle to membership, i.e. the annual fee or joining fee should not mean that some people cannot afford to join; and

4) provide access to an eligible sport (as listed in the tariff appendix).

Further details can be found here

To apply for a licence click here

Top

6. How much will it cost?

PL licence fees are calculated as follows:

Background Music

  • For gymnastic clubs without a social area or with up to 75 members: £37.50 per annum (subject to annual adjustment for inflation)
  • For every additional 25 members £12.50 to a maximum fee of £250 per annum

Specially Featured Entertainment (Discos, DJ events, etc)

  • Unlimited events per annum; £18.56 per 25 members
  • One off events; £1.13 per 25 persons capacity

PRS for Music licence fees will be calculated as follows: (subject to a minimum fee of £43.50 or £15 for one-off events)

Background Music

  • For gymnastic clubs without a social area or with up to 75 members: £37.50 per annum (subject to annual adjustment for inflation)
  • For every additional 25 members £12.50 to a maximum fee of £250 per annum

Featured Music (Live Music, Discos, DJ Events, Karaoke, etc)

  • Unlimited events per annum; £18.56 per 25 members
  • One off events; £1.13 per 25 persons capacity

Other uses of music may attract additional fees.  The full details of the PPL and PRS for Music joint licence for amateur sports clubs can be found at www.ppluk.com/asc. For sites that use a jukebox, the PRS for Music fee will be incorporated in their background music fees as part of the new joint licence. PPL will continue to licence this usage through the jukebox operator or directly where applicable.

Top

7. More Information

PPL and PRS for Music’s joint licence for amateur sports clubs. If you have any queries that are not covered in the FAQs, please click here or call PPL on 020 7534 1100 or email asc@ppluk.com 

PPL - www.ppluk.com/asc 

PRS for Music - www.prsformusic.com/amateursportsclubs 

To apply for a licence click here. 

Top

  
       Incident Reporting and Procedures
I’ve received a solicitor’s letter, what do I do?
If you have received a letter of claim from a solicitor this must be acknowledged to them within 24 hours. Please complete the form on the insurance centre by following the link below to send an acknowledgement to the solicitors and contact the W Denis Insurance Brokers claims team immediately.

British Gymnastics Insurance Centre Website.
 
What accidents need to be reported to British Gymnastics?
Following the introduction of the British Gymnastics Health and Safety Management System, we have noticed a marked increase in the number of accidents being reported to British Gymnastics.

Although we require clubs to report all accidents where first aid have been provided, we can provide the following clarification:
• Minor or repetitive injuries that arise out of doing gymnastics are not accidents and unless they result in a hospital visit, they do not need to be report to British Gymnastics even if first aid is administered e.g. strained muscles where ice is administered.

• Although clubs should keep a record* when a plaster is administered, it id not necessary to report such minor injuries to British Gymnastics unless there is a reasonable belief that the circumstances of the injury could give rise to a claim

*Clubs need to maintain a record e.g. in an accident book. These records must be kept for a minimum of three years (or three years after the injured person reaches 18 if they are a child).

How do I report an accident to British Gymnastics?
To report an incident, anyone with club secretary access to the club will be required to log in to GymNet and go to the club management tab. There is an incident report tab in here with all the details that are required to be completed.

When submitting the report, please ensure that the coach present is linked through their own GymNet as ‘Coach’ otherwise our system will not allow them to be added to the report.

Helpful Hints
• The time of incident is not a 24hr clock but does require two digits. For example, 08.30pm.
• In the free text boxes, please try to use letter and number characters and not symbols.
• If the equipment involved in the incident is not in the listed in the ‘Equipment being used’, please choose the closest fit and then add into the additional text box field.
• Once an incident report has been submitted, it cannot be changed. If you have missed any information off, please just email in to customersupport@british-gymnastics.org.
Do we need to report an injury sustained by a gymnast under RIDDOR?
The majority of injuries to gymnasts would ordinarily not be reportable under RIDDOR. It is accepted that during the participation of organised sport, there is a risk that sporting injuries may occur that are not connected with how clubs manage the risks from the related activities.

The acid test for when accidents and/or injuries become reportable is whether the accident was caused by the condition, design, or maintenance of the premises or equipment, or because of inadequate arrangements for supervision of an activity.

Examples of RIDDOR Reportable and non-reportable accidents:
Reportable
• The condition of the premises or sports equipment was a factor in the incident, e.g. A gymnast falls, and fractures an arm because a member of staff has assembled the equipment incorrectly;
or
• A coach asks a class of gymnasts to use a piece of equipment which has not been previously inspected. The piece of equipment falls and hurts a number of the gymnasts resulting in a number of injuries

Non-Reportable
• A gymnast breaks an ankle after landing awkwardly from a pommel horse performing a routine they have conducted many times before. Supervision was in place and all equipment set up correctly with maintenance records and checks in place. Unfortunately, a sporting injury.

For the avoidance of doubt, it is recommended that if any club is unsure whether an injury should be reported they should contact our Health and Safety advice service, Agility tel: 01527 571612 or email: bg.hs.advice@agilityrac.com for further assistance. Further information and forms can be found in the Health and Safety Management System in GymNet. Additional information on RIDDOR is available on the HSE website at http://www.hse.gov.uk/riddor
How should I approach an incident investigation?
A six-step, structured approach to incident investigation helps to ensure that all the causes are uncovered and appropriate remedial action taken.

Step 1 - Immediate action

In the event of a serious incident, immediate action may include:
• Making the area safe

• Preserving the scene

• Notifying relevant parties e.g. HSE, Agility, British Gymnastics

• Collecting perishable evidence, e.g. CCTV tapes, samples.

Step 2 - Plan the investigation
Planning ensures that the investigation is systematic and complete. Consider:

• What resources are required?

• Who will be involved?

• How long will the investigation take?

For severe or complex incidents, an investigation team will be more effective than a single investigator.

Step 3 - Data collection
Information about the incident is available from numerous sources, not only people involved or witnesses to the event, but also from equipment, documents and the scene of the incident.

Step 4 - Data analysis
Typically, an incident is not just a single event, but a chain of events. The sequence of events needs to be understood before identifying the root and underlying causes for the accident as well as the direct, more obvious causes. Although the action or errors of one person may be the direct cause, the root/underlying causes are usually traced back to the environment and management approach in respect of people, resources and finance and health and safety.

Step 5 - Corrective actions
It is important that the remedial actions deal with both the direct causes (often a quicker fix) and the root and underlying causes. It is important not to miss an opportunity to reduce the risk of recurrence of this or a similar type of incident with a common root cause.

Step 6 - Reporting
The investigation is concluded when all actions have been completed and the findings have been communicated to relevant people so that lessons can be shared. This can be achieved by providing information at relevant meetings and developing scenarios to use in presentations and training for club staff and volunteers. If you have learned something that might be relevant to a wider gymnastics audience, please also share this with the health and safety team at British Gymnastics by emailing: healthandsafety@british-gymnastics.org.

Risk Assessment
Why do I need to carry out a risk assessment?
A risk assessment is a careful examination of anything in your club.

It is a legal requirement to complete risk assessments under the Management of Health and Safety at Work Regulations 1999.

If you do have five or more employees, you must document your risk assessments.

You must carry out a risk assessment to identify the hazards in your workplace. It is important to look at what steps you can take to reduce the level of risk to a ‘reasonably practicable level’.

Temperatures in the Gym
When should we stop or restrict gymnastics activities due to high temperatures for safety reasons?
Health and Safety legislation does not enforce a specific maximum temperature although the Workplace (Health, Safety and Welfare) Regulations 1992 says that your employer must maintain a reasonable temperature where you work. There is a minimum temperature of 16°C (or 13°C if the work involves considerable physical activity).

It is important to adopt a risk-based approach when deciding whether training should be stopped or modified during periods of hot weather. When deciding if it’s safe to continue, you need to reduce the likelihood of a heat-related injury like heat stroke, exhaustion and heat syncope (fainting).

A dynamic risk assessment would be best suited in this instance because of the variations in temperature and humidity. Coaches are best placed to do this as they have the appropriate experience, and knowledge to assess the activity.

Consider the following when making the assessment:

• Can the athlete complete the task without physically overexerting themselves due to the heat and humidity?
• Can the activity be modified so it is a less strenuous one?
• Is there an ample amount of water available?
• Can the session be postponed or rearranged to avoid the hottest part of the day (11:30 – 13:30)?
• Can coaches recognize the symptoms in someone with the early stages of a heat illness?
• Is there someone present who will know how to provide first aid to someone with a heat illness?
• Are there sufficient staff to assist if required?

If considering the above, you have decided the event/task is safe to go ahead, so you should consider using the below heat index table to help you decide what control measures need to be in place for the event/task to run safely. The heat index is the temperature that a person feels on the skin. You will need a THERMO-HYGROMETER, which displays the current temperature and relative humidity to measure this.

It is important that the heat index is checked throughout the day to ensure that the correct Recommended Minimum Actions are in place.

Thermo hygrometer Zone 1 If we take the temperature from THERMO-HYGROMETER and cross reference on the table the heat index is 29°C
Recommended Minimum Actions
Caution Zone 1
Thermo hygrometer Zone 2 If we take the temperature from THERMO-HYGROMETER and cross reference on the table the heat index is 36°C
Recommended Minimum Actions
Extreme Caution Zone 2
Recommended Minimum Actions
Caution: Zone 1
Heat Index
Under 32°C
Provide ample amounts of water. This means water should always be available and athletes should take in as much water as they desire
Optional water breaks every 30 minutes for 10 minutes duration
Ice-down towels for cooling
Watch/monitor athletes carefully for necessary action
Extreme: Caution Zone 2
Heat Index 32°C to 41°C 
All sports
Provide ample amounts of water. This means water should always be available and athletes should take in as much water as they desire
Mandatory water breaks every 30 minutes for 10 minutes duration
Ice-down towels for cooling
Watch/monitor athletes carefully for necessary action
Reduce time of outside activity
Consider postponing practice to later in the day
Re-check temperature and humidity every 30 minutes to monitor for increased Heat Index
Danger: Zone 3
Heat Index 41°C to 54°C 
All sports
Provide ample amounts of water. This means water should always be available and athletes should take in as much water as they desire
Mandatory water breaks every 30 minutes for 10 minutes duration
Ice-down towels for cooling
Watch/monitor athletes carefully for necessary action
Alter uniform by removing items if possible
Reduce time of outside activity as well as indoor activity if air conditioning unavailable
Postpone practice to later in day if possible
If necessary for safety, suspend activity
Re-check temperature and humidity every 30 minutes to monitor for increased Heat Index
Extreme Danger: Zone 4
Heat Index 
above 54°C
Stop all outside activity in practice and/or play and stop all inside activity if air conditioning is unavailable

 

What is the minimum temperature for the gym?
There is a minimum temperature of 16°C (or 13°C if the work involves considerable physical activity).

However, during periods of hot and cold weather, you must adopt a risk-based approach when deciding whether training should be stopped or modified.

Please note: When completing a risk assessment, it is best you complete it with the use of a digital thermometer e.g. a Thermo-Hygrometer which displays the current temperature.

Fire Safety
Who should be responsible for fire safety at my club?
As a business owner you have certain legal responsibilities. This includes conducting regular fire risk assessments, having an up-to-date emergency plan and fire alarm testing. Current legislation requires someone in the business to take on the role of the ‘responsible person’. As an employer, this is usually you.

It is important to check your hire agreement and lease to see who is responsible. If you are in doubt, please contact agility who can help you find the solution.
  
       Equipment
How often should I complete equipment checks?
As an employer you are legally required to ensure a good healthy and safe standard is maintained in your equipment. A visual pre-start check should be completed every morning by an experienced coach to ensure there is no damages or issues with the equipment.

On a weekly basis you should complete a documented visual check on all of your gymnastics equipment, including those that are fixed and adjustable. This should be completed by your coaches and should highlight any defects or issues with the equipment. If a defect is identified it should be determined immediately what course of action is required.

Paperwork and Responsibilities
What piercings can be worn whilst doing gymnastics?
British Gymnastics believes that jewellery and adornments worn in body piercing are inappropriate for safe practice in gymnastics and trampolining

You can read the safe coaching guidance for further information.
Do we have the right health and safety paperwork?
Health and Safety can seem like a bureaucratic nightmare at times. However, it is important to understand that all the paperwork required has a purpose and is often a legal requirement.

There are many different types of gymnastics clubs with a variety of management structures, using facilities that are hired, occupied under a lease agreement or in some cases privately owned. The extent of a club’s statutory duty depends on the level of control it has over its premises and the type of facilities provided.

All clubs and organisations must have a health and safety welfare policy and agreed procedures covering the risks associated with the club/organisation’s activities. If your club/organisation has its own building, the company will also be responsible for the health and safety of the premises. If the club hires or leases the facility from another (e.g. Local Authorities, Leisure Centres) the club should confirm that they have procedures and assessments related to the premises.

The typical health and safety documents that would be required by a Gymnastics Club, include.
• Health, Safety and Welfare Policies
• Liability Insurance (provided through BG registration)
• Fire Risk Assessment
• First Aid Needs Assessment
• Asbestos Management Plan (If your club owns its premises and it was built before 2000)
• Accident Investigation Book
• Risk Assessments (Premises, Young Persons, New and Expectant Mothers, Chemical)
• Health and Safety Inspection Forms (Premises, Equipment)

This documentation is not only important in ensuring effective health and safety management at your club, but could become invaluable in defending claims or satisfying local authority inspections. The Health and Safety Management System, that includes templates for many of the above documents, and details of our health and safety helpline (Agility), is available on GymNet.
What health and safety responsibilities do we have for volunteers?
Many gymnastics clubs rely on volunteers to support a range of club activities including coaching and helping to set up and put away equipment. Although the legal health and safety obligations that clubs have towards their volunteers are not as straightforward as they are for their employees; clubs still have a duty to safeguard their volunteers. It is good practice, where relevant, to adopt similar rules and procedures for both employees and volunteers.

New volunteers should also receive a health and safety induction. Depending on how much or how little the volunteer may be helping, it may not be necessary to go through the full induction you would provide new staff members, but rather focus on the specific tasks the volunteer will be undertaking and the hazards and controls associated with these tasks and where their responsibilities lie. The actions you have taken need to be documented in your risk assessment.

Volunteers should be made to feel appreciated but reminded how important it is to follow the club’s health and safety policies and procedures. Clubs should document what tasks volunteers are undertaking, what instructions they have been given and what supervision is in place. Where possible, ask volunteers to sign to confirm they have received and understood the information provided.

Failure to supply volunteers with relevant health and safety information and keep a record of your actions could be problematic for a club if a volunteer was involved in an accident. For example, if a young person volunteering for your club was left unsupervised to set up equipment and in doing so, failed to secure it correctly and he or she sustained an injury in the process or another person who uses the equipment is injured, the club could be held liable by a court for failing to provide appropriate instruction, supervision and training to the young volunteer on the safe use of the equipment.

If you’re planning a UK Overnight or Overseas trip to an event, training camp or competition with gymnasts from your Club, it is essential that you get all your documentation in order well in advance of your trip.

If the competition is an FIG sanctioned event, gymnasts will need to apply for an FIG licence to be able to compete as well as completing the form below. 

The FIG licence can take up to 4 weeks to process so please apply in good time. If you require an FIG licence please contact performance@british-gymnastics.org or 0345 129 7129 ext. 2535 (Calls to an 0345 number are charged at a standard rate (calls from mobile phones may vary). Calls may be recorded for training and monitoring purposes).

Below are two downloads - one for Overseas Trips and one for UK Overnight Trips.  The appropriate form needs to be completed in full and sent to British Gymnastics at least four weeks prior to travel so we can get your trip approved by British Gymnastics and endorsed by our insurers. Failure to inform British Gymnastics of any overnight stays may invalidate your insurance. 

For any trip involving an overnight stay, it is essential that:

  • All Designated Officers (Coaches and Child Protection) have current British Gymnastics membership for the duration of the trip. This includes a current DBS and safeguarding certificate. 
  • If your party includes Gymnasts under the age of 18 you must ensure that there is a designated trained person responsible for child protection on the trip
  • If your trip is Overseas please remember that your British Gymnastics Insurance IS NOT travel insurance - It will not cover you for incidents such as repatriation, hospital stays, treatment and medication, lost luggage or delays.  Therefore, you must ensure that every member of your party has appropriate travel insurance in place. These details will need to be completed on the form.
  • Please ensure your completed form is returned at least four weeks prior to your travel. When it’s approved you’ll receive a letter from us confirming that your trip has been approved by British Gymnastics

If you have any questions please contact us on 0345 129 7129 and we’ll guide you through how to complete the forms. (Calls to an 0345 number are charged at a standard rate (calls from mobile phones may vary). Calls may be recorded for training and monitoring purposes)

Document Downloads

Health, Safety and Welfare Policy

document Overseas Travel Application (418 KB)

document UK Overnight Travel Application (446 KB)

Useful Links

British Gymnastics/W Denis Insurance Centre: This is the place you will find all information regarding what your British Gymnastics membership covers. The site is updated by our insurance providers W Denis.

British Embassies and Consulates: Here you will find a list, with links, to embassies and consulates around the World.

European Health Insurance Card (EHIC):An EHIC lets you get state healthcare in other EEA countries and Switzerland at a reduced cost or sometimes for free. If you’re travelling within the EEA and Switzerland we recommend every member of your party has their EHIC with them.

Do I need a DBS? Here you will find an eligibility flowchart if you are unsure whether or not you need to apply for a DBS as a judge, volunteer or chaperone.

Subcategories

×